College Council
1/23/2014
Page 1
REDWOODS COMMUNITY COLLEGE DISTRICT
College Council
2:30 p.m. – Board Room – Thursday January 23rd, 2014
AGENDA
1. Minutes Dated 12/2/2013 (Page 3)
NEW BUSINESS
1. BP and AP 2220 Committees of the Board (Page 7)
 Review policy and procedure changes
2. BP and AP 2305 Annual Organizational Meeting (Page 10)
 Review policy changes and draft procedure
3. BP and AP 6331Employee Microcomputer Purchase Program (Page 12)
 Review policy and procedure changes
4. AP 7400 Travel (Page 15)
 Review policy and procedure changes
OLD BUSINESS:
1. BP and AP 3280 Grants(Page 22)
 Review constituent feedback
2. BP and AP 3900 Speech: Time, Place, and Manner (Page 16)
 Review constituent feedback
3. BP and AP 3310 Records Retention and Destruction(Page 21)
 Review constituent feedback
Policy and Procedure Tracking
Number
Title
District Vehicles
AP 6530
BP 7130 Compensation
BP 7140 Collective Bargaining
Status
Research legality of Class B and Class C
requirements
Council requested language clarification
Council requested clarification from Legal
regarding intent of the policy
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1/23/2014
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BP 7350 Resignation of Employees
BP 7111 Job Description
Definition of Accredited
BP 7113 Institution
District Publications and
BP 2361 Releases
Human Resources seeking consideration and
input from CRFO
Postponed to bring back as a packet
Human Resources reviewing comparable
policies at other colleges.
Postponed. Council requests more
information.
Discrimination and Harassment Ahn to forward to College Council draft
AP 3435
Investigations
following Chancellor's office guidelines
BP/AP
Prohibition of Harassment
Will be reconsidered by Council when AP 3435
3430
is presented
AP3410 Nondiscrimination
Council request review of best practices
College Council
1/23/2014
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College Council Minutes
December 2, 2013
Page 1
REDWOODS COMMUNITY COLLEGE DISTRICT
Minutes of the College Council Meeting
7351 Tompkins Hill Road, Eureka, CA, Board Room
Monday, December 2 2013
MEMBERS
PRESENT
Keith Snow-Flamer, Lee Lindsey, Kathy Smith, Steve Sandeen, Peter
Blakemore, Cheryl Tucker, Mark Renner, Melissa Ruiz, Ahn Fielding,
Debbie Topping, Michelle Blecher, Jolene Gates, Mohamad Alnakhlawi
MEMBERS ABSENT
Bob Brown,
CALL TO ORDER
Kathy Smith called the meeting to order at 2:37 p.m.
MINUTES DATED
10/28/13
A motion was made by Steve Sandeen and seconded by Keith SnowFlamer to approve the minutes from the 10/28/2013 College Council
meeting. A motion was made by Peter Blakemore and seconded by
Steve Sandeen to approve the minutes as presented. A vote was taken
and Council voted unanimously to approve the 10/28/2013 College
Council meeting minutes as presented.
NEW BUSINESS
BP AND AP 3280
Grants
Council reviewed the current BP 3280 Grants.
The revision of AP 3280 Grants was sent in by Prudence Ratliff.
Council member suggested changing the language in the BP to reflect
the revised AP language. The proposed change reads “… and the grants
that are applied for support the mission of the college.”
Council member suggested changing the language to read “president’s
cabinet” instead of “cabinet.”
Council member suggested changing the “grand” under Roles and
Responsibilities to “grant.”
Council member suggested adding language to the second paragraph
under Purpose that reads:
Council member suggested striking language in the third paragraph
under Process and adding language that states “The
President/Superintendent may grant an exception to this policy in rare
circumstances.”
A motion was made by Mohamad Alnakhlawi and seconded by Keith
Snow-Flamer to send BP and AP 3280 Grants out for a 60 day
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1/23/2014
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Minutes-College Council
Page 2 of 4
December 2, 2013
constituent review contingent upon the aforementioned changes.
ACTION A vote was taken and Council voted unanimously to send BP and AP
3280 Grants out for a 60 day constituent review contingent upon the
aforementioned changes.
OLD BUSINESS
BP AND AP 3440
SERVICE ANIMALS
Council member suggested changing the word “settling” in bullet no. 2 to
“setting.”
Discussion ensued regarding the responsibilities of the ADA Coordinator
and the DSPS Coordinator.
Council member suggested changing the language in bullets two and
three to state “or designee.”
Council member suggested changing the language in 2b from preform to
perform.
Discussion ensued regarding the addition of signage on campus.
A motion was made by Peter Blakemore and seconded by Mohamad
Alnakhlawi to send BP and AP 3440 Service Animals to the Board for a
first read contingent upon the aforementioned changes.
ACTION A vote was taken and Council voted unanimously to send BP and AP
3440 Service Animals to the Board for a first read contingent upon the
aforementioned changes.
BP AND AP 3900
SPEECH: TIME,
PLACE, AND MANNER
Council member suggested adding language to the third sentence in the
third paragraph that includes electronic material as well as print.
A motion was made by Mark Renner and seconded by Steve Sandeen to
send BP and AP 3900 Speech: Time, Place and Manner out for a 60 day
constituent review contingent upon the aforementioned change.
ACTION A vote was taken and Council voted unanimously to send BP and AP
3900 Speech: Time, Place and Manner out for a 60 day constituent
review contingent upon the aforementioned change.
BP AND AP 6540
INSURANCE
There was no constituent feedback on BP and AP 6540 Insurance.
A motion was made by Peter Blakemore and seconded by Lee Lindsey
to send BP and AP 6540 to the Board for a first read.
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Minutes-College Council
Page 3 of 4
December 2, 2013
ACTION A vote was taken and Council voted unanimously to send BP and AP
6540 Insurance to the Board for a first read.
BP AND AP 6700 USE
OF DISTRICT
FACILITIES
Council member suggested changing the language in the AP and BP to
state “Chief Business Officer” where applicable.
Council member suggested the following changes to bullet 16:
“The District’s Dining Services Office shall provide all catered food
service and concessions on the Eureka Campus, unless Dining
Services exercises its right of first refusal.
“Catered events will not be included in the use-price and must be
arranged separately with the Dining Services Office.”
Council member suggested striking bullet 17.
A motion was made by Michelle Blecher and seconded by Steve
Sandeen to send BP and AP 6700 Use of District Facilities to the Board
for a first read contingent upon the aforementioned changes.
ACTION A vote was taken and Council voted unanimously to send BP and AP
6700 Use of District Facilities to the Board for a first read contingent upon
the aforementioned changes.
BP AND AP 6740
CITIZENS BOND
OVERSIGHT
COMMITTEE
There was no constituent feedback on BP and AP 6740 Citizens Bond
Oversight Committee.
A motion was made by Ahn Fielding and seconded by Cheryl Tucker to
send BP and AP 6740 to the Board for a first read.
ACTION A vote was taken and Council voted unanimously to send BP and AP
6740 Citizen Bond Oversight Committee to the Board for a first read.
BP AND AP 7400
TRAVEL
Council member suggested changing the format to single instead of 1.5
spacing.
Council member suggested changing the language under “Lodging” to
state the following:
“Room rate and hotel must be approved prior to any travel.”
Council member suggested changing the language on the Travel in
Advance form so that employees are required to state the hotel and
expected rate prior to approval.
Council member suggested changing the language in the “Incidentals”
section to state the following:
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1/23/2014
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Minutes-College Council
Page 4 of 4
December 2, 2013
“Laundry and valet expenses may be allowable when an employee’s
absence from regular service extends beyond five nights.”
Council member suggested moving the DGS link to the first bullet in the
procedure.
A motion was made by Mohamad Alnakhlawi and seconded by Keith
Snow-Flamer to send BP and AP 7400 Travel out for a 60 day
constituent review contingent upon the aforementioned changes.
ACTION A vote was taken and Council voted unanimously to send BP and AP
7400 Travel out for a 60 day constituent review contingent upon the
aforementioned changes.
(Subsequent to the December 2nd College Council meeting, BP and AP
7400 Travel have been rewritten – the revised version will be presented
as new business at the January meeting.)
BP AND AP 3310
RECORDS
RETENTION AND
DESTRUCTION
The procedure was changed to state that E mails would be saved for 24
months with the intention of reducing it to 6 months in time.
Council member suggested limiting the amount of storage space and
size of saved emails instead of limiting based on dates of emails.
Council member suggested changing the language to “Chief Business
Officer” instead of Vice President of Business Services where
appropriate.
Council member suggested that the language be changed to 12 months
and it should state that a reminder of upcoming deletions will be sent out
prior to the end of the fiscal year.
A motion was made by Mohamad Alnakhlawi and seconded by Steve
Sandeen to send BP and AP 3310 Records Retention and Destruction
out for a 60 day constituent review contingent upon the aforementioned
changes.
ACTION A vote was taken and Council voted unanimously to send BP and AP
3310 Records Retention and Destruction out for a 60 day constituent
review contingent upon the aforementioned changes.
ADJOURN
President Kathy Smith adjourned the meeting at 5:00 p.m.
College Council
1/23/2014
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board of Trustees Policy
BP 2220
COMMITTEES OF THE BOARD
The Board may by action establish standing committees that it determines are necessary to
assist the Board in its responsibilities. Any standing committee established by board action shall
comply with the requirements of the California Public Meetings Act and with these policies
regarding open meetings.
Board ad hoc committees that are composed solely of less than a quorum of members of the
Board and do not have authority that may lawfully be exercised by the Board itself, are not
required to comply with the California Public Meetings Act, or with these policies regarding
open meetings. Board ad hoc committees shall be appointed by the President of the
Board. Committee terms shall end upon completion of the task.
Board committees have no authority or power to act on behalf of the Board. Findings
or recommendations shall be reported to the Board for consideration.
Board committees shall be appointed by the President of the Board. Committee terms shall end
upon completion of the task.
See Administrative Procedure AP 2220
Reference: Government Code Section 54952
Adopted by Board of Trustees: 9/11/05 Former Bylaw #005: “Organization,” Adopted by Board of Trustees: 8/15/77
Amended: 4/4/83, 2/2/87, 12/5/88, 1/8/90, 1/11/93
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1/23/2014
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 2220
COMMITTEES OF THE BOARD
Ad Hoc Committees
Board ad hoc committees shall be appointed by the President of the Board at a Board meeting
and shall comprise less than half of all the membership of the Board., plus other staff and lay
people as may be appointed. The first Board member appointed to the ad hoc committee
shall have the responsibility of convening the committee’s first meeting, at which the ad
hoc committee members shall select a chair. The President of the Board may not appoint
herself or himself to chair an ad hoc committee. At their first meeting, ad hoc committee
members shall select a chair.
At the time of appointment, the President of the Board shall specify the task of the
committee. The committee shall dissolve and members’ terms shall end upon completion of
the specified task.
Ad hoc committees are not required to comply with the California Public Meetings Act or
with Board policies regarding open meetings.
Annual Ad Hoc Committees are to be appointed on the following schedule:
 January Board meeting – Ad Hoc Committee on the Evaluation of the
President/Superintendent (AP 2435)
 June Board meeting – Ad Hoc Committee on Board Self-Evaluation (BP 2745)
 October Board meeting – Ad Hoc Committee on the Nominations for Board
Officers (AP 2305)
Each ad hoc committee, its members, and its task shall be listed on the Board’s web page,
along with its date of appointment and, as it occurs, its date of task completion.
Standing Committees
A standing committee is a Board-appointed committee that has continuing jurisdiction over
a particular subject matter (e.g., budget, finance, legislation) or that has the committee’s
meeting schedule fixed by formal action of the Board. A standing committee shall comply
with the requirements of the California Public Meetings Act and with Board policies
regarding open meetings, as well as follow all Board policies and protocols.
A standing committee shall convene within the first month of its appointment and select
a chair.
Each standing committee, its members, and its jurisdiction shall be listed on the Board’s
web page, along with its date of appointment.
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The Board has the following standing committee(s):

Audit and Finance Committee [Unfinished—Needs input from current Audit
Committee and maybe from Board—first send to Trustee Biggin]
The Audit and Finance Committee is a standing committee of the Board and shall
comprise less than half of all the membership of the Board, plus other staff and lay
people as may be appointed by Board actionappropriate. The Audit and Finance
Committee members shall be appointed selected at the annual organizational
meeting of the Board each December (AP 2305). At the first meeting of the
committee after the annual appointment of its members, the members shall elect a
chair.
The Audit and Finance Committee shall act in an advisory role to the Board in
carrying out its oversight and legislative statutory responsibilities as they relate to
the District's financial management. In this capacity, the Audit and Finance
Committee will:
1. Review and monitor budget and financial material and reports related to
financial matters, including bonds, certificates of participation, and other
funding instruments, to come before the Board of Trustees.
2. Monitor the external audit selection and engagement process.
3. Review independent audit reports and monitor follow-up activities.
4. Consult with independent auditors regarding accounting, fiscal, and related
management issues.
5. Monitor operational reviews, findings, and recommendations and follow-up
activities.
Approved by the Board of Trustees: x/x/14
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1/23/2014
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board of Trustees Policy
BP 2305
ANNUAL ORGANIZATIONAL MEETING
The annual organizational meeting of the Board will be held at the in December meeting of
each year. The
purpose of the annual organizational meeting is to elect a president, a vice president, and a
clerk;, to select members of the standing committees of the Board; to select representatives
from the Board to the College of the Redwoods Foundation; and to
conduct any other business as required by law or determined by the Board.
The Board shall appoint, at the organization meeting, one of its members as representative to the
Humboldt County Association of School Trustees, and one of its members to the Redwood
Region Economic Development Commission. The Board shall also appoint, or shall confirm the
continuing appointments of, four members to the Audit Committee.
The Board shall, at the organization meeting, fix the time and place for its regular meetings.
Reference: Education Code Section 72000(c)(2)(A)
Adopted by Board of Trustees: 9/11/05
Amended: 11/1/05
Former Bylaw #005: “Organization,” Adopted by Board of Trustees: 8/15/77
Amended: 4/4/83, 2/2/87, 12/5/88, 1/8/90, 1/11/93, Revision pending 11/1/05
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board of Trustees Policy
Proposed NEW AP 2305
ANNUAL ORGANIZATIONAL MEETING
Election of Board Officers
Each year, the election of Board officers will follow the schedule below:
 At the October Board meeting, the President of the Board will appoint three trustees to
the Ad Hoc Committee for the Nomination of Board Officers.
 At the first meeting of the Ad Hoc Committee, the committee members will select a
committee chair.
 At the November meeting of the Board, the Ad Hoc Committee will present a slate of
officers to be voted on in December, or a list of all trustees interested in each officer
position.
 At the December organizational meeting of the Board, the Board will vote on the slate of
officers presented by the Ad Hoc Committee, or on each officer position sequentially:
President, Vice President and Clerk.
Audit and Finance Standing Committee of the Board
At the annual organizational meeting of the Board, the Board shall select four trustees to serve as
the members of the Audit and Finance Committee.
Board Representatives to the College of the Redwoods Foundation
At the annual organizational meeting of the Board, the Board shall select two trustees to serve as
representatives of the Board to the College of the Redwoods Foundation.
Review of Board Policy (BP) and Administrative Procedure (AP) 2715
At the annual organizational meeting of the Board, the Board shall review BP 2715 - Code of
Ethics/Standards of Practice and AP 2715 – Board Protocols for Effective Trusteeship.
Adopted: x/x/14
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 6331
EMPLOYEE MICROCOMPUTER TECHNOLOGY PURCHASE PROGRAM
The District recognizes the benefits of computer technology in the curriculum and support-staff
activities. It also recognizes the need to assist its faculty and staff to become more computer
literate. To achieve that goal, the District will designate $50,000 of the General District Fund
balance to be used for “interest free” loans to faculty and staff for the purchase of technology
and related books and trainings. Microcomputer hardware, software, and related equipment.
The Board delegates to the President/Superintendent the authority to enter into loan
contracts on behalf of the District and to establish administrative procedures for this
program. The qualifications and procedures are to be specified in the succeeding
Administrative Regulation.
Former Board of Trustees Policy No. 608, number change only on June 5, 2012
Adopted by the Board of Trustees: November 6, 1995
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 6331
EMPLOYEE TECHNOLOGY PURCHASE PROGRAM
The Employee Technology Purchase Program will be administered by the Chief Business
Officer. To participate in this program, the following qualifications and procedures must be met:
QUALIFICATIONS:
Participants must be permanent employees of the District. Members of the Board of Trustees, the
President/Superintendent, and educational administrators are not eligible for the loan program.
Participants are only entitled to one outstanding loan at a time and may not amend an existing
loan by adding additional equipment to the schedule. Employees may participate in the employee
discount program at any time, without participating in the loan program.
1. EMPLOYEE DISCOUNT PROGRAM
a. Individual employees may take advantage of eligible educational discounts
through the Bookstore, or District of State purchasing contracts that allow for
purchases by individuals for personal use, if any.
b. The Chief Technology Officer or designee will make available the purchasing
contracts which allow purchases by individual employees for personal use, if any.
Individual employees will be responsible for handling ordering and purchasing
and will not use a District purchase order, procurement card, etc. and will not
have items delivered to any District office.
2. EMPLOYEE LOAN PROGRAM
a. The District will allocate $50,000 as initial seed money for the program. If the
unrestricted general fund balance falls below 6.0%, then the Chief Business
Officer will suspend the program for new loans until the fund balance reaches at
least 6.0%.
b. Funds will be awarded on a “first-come first-serve” basis. The Human Resources
Office will maintain a waiting list throughout the year.
c. At the beginning of October of each year, the Human Resources Office will
forward the waiting list to the Business Office. The Business Office will
determine the amount of available funds for new loans as one of the close of the
books on June 30 of the prior year.
d. Employees on the waiting list will be contacted, in wait list order, about signing
up for a loan. Once the available funds have been disbursed, the loan program will
be closed until the next October.
e. Each borrower will sign a promissory note and then funds will be disbursed to the
borrower. The loan is interest free with a one-time handling fee of 5% of the loan
amount that will be paid at the time the promissory note is signed.
f. The total loan amount will be a minimum of $1,000 and will not exceed $3,500.
g. Technology hardware, software, maintenance contracts, shipping charges, and
books/training on the hardware and software are eligible purchases. Purchases
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may be made from any vendor, retailer, etc. individual employees will be
responsible for handling ordering and purchasing and will not use a District
purchase order, procurement card, etc. and will not have items delivered to any
District office.
h. The borrower will authorize the District to automatically deduct the periodic
payments from his/her monthly pay. The total amount borrowed will be divided
by the number of checks the employee is scheduled to receive in up to a 24 month
period.
i. Purchases must be made within 45 days after the date funds are disbursed.
Borrower will email to Business-Office@redwoods.edu legible copies of itemized
receipts within 60 days after funds are disbursed. If receipts are not emailed by
the deadline or if the total dollar amount of the receipts submitted is less than the
loan amount, then the difference will become due and payable by the borrower
immediately and subject to additional payroll deduction.
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
AP 7400
TRAVEL
Summary of Rules Applicable to All Travel:
1. All travel must be approved in advance as further described below.
2. Only expenditures required for College business will be reimbursed.
3. Only usual, customary, and reasonable costs of necessary expenditures will be reimbursed.
4. The reimbursement rate for all travel is based on the least cost or most economical mode of
travel, regardless of how the employee actually chose to travel.
5. Any case of suspected abuse or misuse of District travel expense accounts must be reported
to the Chief Business Officer.
Travel Rules:
1. Travel may be authorized to attend a conference, workshop, or meeting, or to perform other
necessary services for the District at the District’s expense. 2. Pre-Trip Authorization: All travel must be authorized in writing and in advance according to
the deadlines in this Administrative Procedure and prior to financially committing to any
travel expense, and all of the following must be met:
2.1.
The employee must complete and sign a Travel Advance/Reimbursement Form
indicating all known expenses and estimating all other expenses related to the travel
request;
2.2.
The appropriate levels of authority must sign and date the form indicating approval
and certifying budget availability in accordance with Board Policies and
Administrative Procedures;
2.3.
All additional requirements of Board Policies and Administrative Procedures must be
met.
3. The District will reimburse the usual, customary and reasonable costs of necessary expenses
for District business.
3.1.
Expenses not required for District business and expenses in excess of the least cost or
most economical option shall not be claimed for reimbursement and will not be
reimbursed.
3.2.
Standard rates are noted below for certain categories below.
4. Lodging: Itemized receipts required.
4.1.
Employees shall request a discounted room rate (government rate, state rate, etc.), if
available.
4.2.
Rooms will be reimbursed at the single occupancy rate if one employee is in the room
or the double occupancy rate will be split between each employee’s travel
authorization when shared with another District employee.
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4.3.
On check-in the employee shall present a completed Hotel/Motel Transient Occupancy
Tax Waiver (waiver) form. Waiver forms are available on the Business Office website
and the California Department of General Services website. Acceptance of the waiver
form by the hotel/motel is strictly voluntary, and employees may lodge at a
hotel/motel that does not accept the waiver form.
4.4.
Non-commercial lodging shall be reimbursed at $15.00 per night.
4.5.
The room rate excluding taxes must be noted on the Pre-Trip Authorization.
5. Meals: No receipts required as standard reimbursement rates always apply.
5.1.
Meal allowances are provided up to $36.00 per day based on a rate of 8.00 for
breakfast, $10.00 for lunch, and $18.00 for dinner.
5.2.
No reimbursement will be provided for any meal that was included in a conference,
workshop, or meeting fee, or provided by the hotel/motel, including continental
breakfast.
5.3.
Meal allowances on the initial day of travel are payable if it was necessary to leave the
work site, or residence on or before the following times 7:00 a.m. for breakfast, 11:00
a.m. for lunch, and 5:00 p.m. for dinner.
5.4.
Meal allowances on the day of return are payable if the return to the work site or
residence, exclusive of eating time, was on or after the following times 9:00 a.m. for
breakfast, 1:00 p.m. for lunch, and 7:00 p.m. for dinner.
6. Incidentals: Itemized receipts required for amounts in excess of $5.00 total per day,
otherwise no receipts required.
6.1.
Miscellaneous expenses such as telephone, postage, reproduction costs, facsimile
charges, minor supplies, reasonable amount for tips, and internet access.
6.2.
Laundry expenses may be allowable when an employee's absence from regular service
extends beyond five nights.
6.3.
One "safe on arrival" phone call is also allowed, one departure call is allowed, and one
call for any change of plans is allowed.
7. Air Travel: Itemized receipts required.
7.1.
Tickets for air coach and checked baggage shall be purchased at the most economical
rate available.
7.2.
The airfare rate must be noted on the Pre-Trip Authorization.
7.3.
Unused, non-refundable tickets must be reported on the Travel
Advance/Reimbursement form with documentation attached.
8. All drivers of rental vehicles and private vehicles – State and Federal requirements:
8.1.
All District vehicles and drivers must comply with the California Vehicle Code and
Title 13 (Motor Carrier Safety).
8.2.
All drivers of District-owned or leased vehicles, both on and off campus must have a
current license appropriate for the vehicle to be driven.
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8.3.
Any vehicle that carries ten (10) or more persons including the driver is defined in the
Vehicle Code as a bus. (Ca.V.C. Section 233). All operators of buses must have a
current Class B license and a current medical certificate (Ca, V.C.12505) on file with
the District. Personal vehicles shall not be used to transport 10 or more persons
including the driver for District business.
8.4.
The District shall not operate or lease a 15-passenger van unless the driver holds both
a valid class B driver's license, and an endorsement for operating a passenger
transportation vehicle issued by the Department of Motor Vehicles. (Public Contract
Code § 10326.1) A "15-passenger van" is any van manufactured to accommodate 15
passengers, including the driver, regardless of whether that van has been altered to
accommodate fewer than 15 passengers.
8.5.
The District will comply with the United States Department of Transportation
regulations implementing the Federal Omnibus Transportation Employee Testing Act
of 1991. Specifically, the District must comply with the regulations of the Federal
Highway Administration (FHWA) and, if applicable, the Federal Transit
Administration (FTA). (Ca.V.C. 34520). All individuals who operate the following
motor vehicles owned or leased by the District shall participate in a District approved
drug testing program:
8.5.1. A vehicle with a gross combination weight of at least 26,001 pounds inclusive
of a towed unit with a gross vehicle weight rating of more than 10,000 pounds;
8.5.2. A vehicle with a gross vehicle weight of at least 26,001 pounds;
8.5.3. A vehicle designed to transport 16 or more passengers, including the driver; or
8.5.4. A vehicle used to transport those hazardous materials found in the Hazardous
Materials Transportation Act.
8.6.
The District shall comply with and use as the primary reference the United States
Department of Transportation Title 49, Code of Federal Regulation, part 395, which
regulates driver’s Hours of Service or (HOS). (Vehicle Code; 233, 34501):
Passenger-Carrying Drivers
10-Hour Driving Limit: May drive a maximum of 10 hours after 8 consecutive hours off duty.
15-Hour On-Duty Limit: May not drive after having been on duty for 15 hours, following 8
consecutive hours off duty. Off-duty time is not included in the 15-hour period.
60/70-Hour On-Duty Limit: May not drive after 60/70 hours on duty in 7/8 consecutive days.
8.7.
A trip report will be kept with the vehicle/driver during the trip. The driver is
responsible for entering beginning and ending mileages, class or purpose of trip,
budget numbers, and notations of any problems with the vehicle.
8.8.
Prior to commencing travel, all of the following must be met:
8.8.1. An Authorization for Use of District, Rental, or Personal Vehicle form must be
completed and approved by the appropriate supervising administrator.
8.8.2. A copy of current driver’s license must be on file with the District. For use of
private vehicle, current in-force insurance information must be on file.
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8.8.3. The employee’s Motor Vehicle Record (MVR) must be submitted. If any
unacceptable items are noted on the record, then the District travel will not be
authorized. The driver record must be received, reviewed and approved by the
Chief Business Officer or designee prior to individual driving on District
business. If three or more points are on driver’s record, driver will be ineligible
to drive for the District. (Ca.V.C. 12810.3). License suspensions make driver
ineligible for driving until such time that DMV records indicate driver has been
re-licensed. Other negative items can also make an employee ineligible to drive
on District business, including but not limited to: Driving under the influence of
a controlled substance or alcohol; Any license revoked or cancelled; Leaving
the scene of an accident; Using a motor vehicle to commit a felony.
8.8.4. District approved driver safety training must be completed within the past 48
months.
8.8.5. For all drivers of 10+ passenger vans and all others required to be enrolled in
the DMV pull program: A signed Authorization of Driver Record Information
must be on file (This allows us to enroll them in the DMV Pull program).
(Ca.V.C 1808.1).
8.8.6. All vehicles with equipment for transporting the disabled must comply with all
applicable laws and regulations regarding such vehicles.
9. Rental Vehicle and Fuel: Itemized receipts required.
9.1.
Rental vehicles shall be mid-sized cars or smaller, unless the number of passengers or
cargo dictates a larger sized vehicle.
9.2.
Vehicles shall be rented from the District’s approved vendor, and another vendor may
only be used if the approved vendor is unable to provide the necessary transportation
or does not serve the area.
9.3.
Fuel should be purchased using a District card whenever possible.
10. Taxi, Tolls, Shuttle, Parking: Itemized receipts required for amounts in excess of $15.00 per
day, otherwise no receipts required.
10.1. Includes taxi fares, bridge tolls, parking fees, parking meter fees, airport shuttle, hotelbus fares, streetcar, local rapid transit and transportation such as bus fare, ferry, or
commuter train. Parking valet charges will only be reimbursed when reasonable and
appropriate, for example when the hotel does not offer self-parking.
11. Private Vehicle Use: Standard mileage reimbursement may be used, otherwise itemized
receipts are required.
11.1. When employees drive their own vehicles while on District business and are involved
in an accident, they are required by law to use their own liability policy for coverage.
The District liability policy would be used only after the employee's policy limits have
been exceeded. The District does not cover, nor is it responsible for, comprehensive
and collision coverage to the employee's vehicle. Vehicles shall be shared whenever
possible.
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11.2. No reimbursements will be paid for any mileage between an employee's work location
and residence. The reimbursement rate shall be not more than the standard mileage
rate as determined by the Internal Revenue Service.
11.3. For the following city pairs only, these standard rates may be used. For travel to other
locations or when the standard rates are not chosen, the employee must track and
report the actual miles traveled. Mileage rates below are one-way:
11.3.1. Eureka to Sacramento: 289 miles
11.3.2. Eureka to San Francisco: 271
11.3.3. Eureka to Redding: 142
11.3.4. Eureka to Crescent City: 82
11.3.5. Eureka to Fort Bragg: 132
12. Registration Fees: Itemized receipts required.
12.1. All conferences, workshops, and meetings require an agenda, except for Chancellor’s
Office and statewide meetings.
12.2. The registration fee must be noted on the Pre-Trip Authorization.
13. Other Business Expenses: Itemized receipts required for amounts in excess of $5.00 per day,
otherwise no receipts required.
13.1. Eligible expenses that do not fall into any of the categories above.
14. Prohibited Expenses: These expenditures are not eligible for reimbursement.
14.1. All expenses when travel is not preauthorized.
14.2. Any expense where all requirements of all Board Policies and Administrative
Procedures are not met.
14.3. Expenses not necessary for the conduct of District business.
14.4. Amounts in excess of usual, customary, and reasonable levels, including excessive
tips.
14.5. Amounts for personal telephone calls beyond those allowed by this Administrative
Procedure.
14.6. Entertainment expenses, radio, television or movie rentals, transportation to or from
places of entertainment and similar facilities.
14.7. Conference-arranged leisure tours or personal side trip expenses.
14.8. Individual membership dues or fees.
14.9. Alcoholic beverages.
14.10. Hair care or shoe shines.
14.11. Traffic or parking citations.
14.12. Any expenditure prohibited by Law, Education Code, or other applicable code.
Pre-Trip Authorization and Reimbursement Procedures
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1. Pre-Trip Authorization: All travel must be approved in advance according to the deadlines in
this section.
1.1.
All requests for preauthorization to travel must be documented by completing a Travel
Advance/Reimbursement Form available on the Business Office website and obtaining
authorization according to these deadlines:
1.1.1. For travel in California: Approval required at least twenty-one (21) days in
advance by the employee's supervisor and appropriate senior administrator prior
to financially committing to any travel expense.
1.1.2. For US travel outside the State of California: Approval required at least twentyone (21) days in advance by the President/Superintendent in addition to the
employee's supervisor and appropriate senior administrator prior to financially
committing to any travel expense.
1.1.3. For travel outside the United States: Approval required at least thirty (30) days
in advance by the Board of Trustees in addition to the President/Superintendent,
the employee's supervisor, and appropriate senior administrator prior to
financially committing to any travel expense. Note that the Board typically only
meets monthly, so Board meeting notice requirements must be met as well.
1.2.
Travel requests must be submitted with conference schedules, itineraries, and/or
meeting schedules, as required. Hotel room rates, air travel fares, conference fees and
all other charges known in advance must be noted on the Pre-Trip Travel
Authorization.
2. Travel Advance Payment: Requests for an advance to cover the anticipated cost of travel
shall be submitted on the Travel Advance/Reimbursement form at least twenty-one (21) days
in advance. Each individual shall receive a separate advance to cover only that person's
anticipated expenses.
3. Post-Travel Expense Report: Within fourteen (14) calendar days after the end of the trip, a
Travel Advance/Reimbursement Form must be completed with itemized receipts attached as
appropriate and submitted to the employee’s supervisor for review and approval. Whether or
not a receipt is presented, an expense may be rejected by the Business Office if the
requirements of this administrative procedure were not complied with.
4. Reduced Reimbursements: The employee may request reimbursements that are less than
described in this Administrative Procedure by noting the lesser amount requested on the
Travel Advance/Reimbursement Form. No employee shall be required to request a reduced
reimbursement as a condition of employment.
5. Categorical, Grant, or Other Agency Funded Travel: Travel expenses which are paid or
reimbursed by other than District unrestricted funding sources, may be reimbursed at the
rates established and required by the donor, if different from this Administrative Procedure.
6. Payment for Non-employees: Non-employees, such as community members serving on
advisory committees, may be authorized to travel and incur reasonable expenses as
representatives of the Board. Any expenses incurred as a result of non-employee travel shall
be explicitly approved by the President/Superintendent prior to the expenses being incurred
and reimbursements shall not exceed those described in this Administrative Procedure.
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7. Board of Trustees Travel: Board of Trustees members' travel shall be subject to the same
conditions as employee travel.
8. The President/Superintendent, Chief Instructional Officer, and Chief Business Officer may
authorize exceptions to this Administrative Procedure.
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REDWOODS COMMUNITY COLLEGE DISRICT
Board Policy
BP 3280
GRANTS
The Board will be informed about all grant applications made and grants received by the District.
The President/Superintendent shall establish procedures to assure timely application and
processing of grant applications and funds, and that the grants that are applied for directly
support the mission of the College purposes of the District.
See Administrative Procedure AP 3280.
Reference: Education Code Section 70902
Adopted by Board of Trustees: 04/03/2012
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REDWOODS COMMUNITY COLLEGE DISRICT
Administrative Procedure
AP 3280
GRANTS
Purpose:
The pursuit of private and public grants is encouraged to secure funding for efforts that advance
the mission of the College, supports one or more goals of the Strategic Plan or Education
master Plan and relates to a SLO/PLO or activities in Program Review.
Grant activity will be prioritized to ensure the scope and scale of funding is commensurate with
Institutional efforts required to accomplish grant activities.
Roles and Responsibilities:
Grant writers seekers are required to consult with stakeholders and other impacted areas during
grand application development and before submission. Grants substantially affecting
curriculum require review by the Curriculum Committee prior to acceptance and
implementation. Permission to submit a grant application is granted by the President’s Cabinet.
On the rare occasion that sufficient time for responding to a grant application does not afford
Cabinet review, the President/Superintendent or designee may approve submission of a grant
proposal. Permission is required for all grant proposals, including renewals of current grants,
regardless of whether the college is the lead agency or a sub-recipient.
Process:
Ideas for grants can be generated by any staff or faculty member. Any member of the district
who intends to submit a grant application on behalf of the district must complete a grant proposal
form provided by the Grants Director or administrative designee for grants follow the grants
process outline on the website: http://inside.redwoods.edu/grants/. This process applies
for submission of letters of support and/or partnership. In order for a grant to be pursued it
must be approved by the President’s Cabinet. The final grant application must also be
approved by the President’s cabinet before submission.
After review by the area vice president and the Grants Director or administrator responsible for
grants, grant proposal forms will be submitted to the President’s Cabinet for review and
approval. Preliminary and final grant budgets will be reviewed and approved by the Chief
Business Officer or designee and the Grants Director or designee.
In the event that a grant proposal is not reviewed by the President’s Cabinet prior to submission,
it will be subsequently submitted to Cabinet as an informational item.
Grant proposals must be available for review and signature by the appropriate individuals prior
to submission to the granting agency. The Grants Director or other administrative designee must
review all proposal documents prior to submission, including the budget, narrative, and letter of
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support from the college. The Grants Director and the Chief Business Officer The Chief
Business Officer and the Grants Director will notify the Board of Trustees annually of all
grant applications made and grants received by the District.
Unless otherwise directed, grant writers seekers and project directors shall ensure the Grants
Director and any other administrative designee receive copies of all grant proposals, budgets, and
letters of support, award letters, contracts, and grant reports. Final contracts and budgets will be
maintained in the business office.
Reference: Education Code Section 70902
Approved: 03/14/2012 College Council
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REDWOODS COMMUNITY COLLEGE DISTRICT
Board Policy
BP 3900
SPEECH: TIME, PLACE AND MANNER
Students, employees, and members of the public shall be free to exercise their rights of
free expression, subject to the requirements of this policy.
The college is a non-public forum, except for those areas that are designated public
forums available for the exercise of expression by students, employees, and members of
the public. The President/Superintendent shall enact such administrative procedures as
are necessary to reasonably regulate the time, place, and manner of the exercise of free
expression in the designated public forums.
The administrative procedures promulgated by the President/Superintendent shall not
prohibit the right of students to exercise free expression, including but not limited to the
use of bulletin boards, the distribution of printed and electronic materials or petitions in
those parts of the college designated as areas generally available to students and the
community, and the wearing of buttons, badges, or other insignia.
Speech shall be prohibited that is defamatory, obscene according to current legal
standards, or which so incites others as to create a clear and present danger of the
commission of unlawful acts on District property or the violation of District policies or
procedures, or the substantial disruption of the orderly operation of the District.
Nothing in this policy shall prohibit the regulation of hate violence directed at students in
a manner that denies their full participation in the educational process (Education Code
Section 66301(e)), so long as the regulation conforms to the requirements of the First
Amendment to the United States Constitution, and of Section 2 of Article 1 of the
California Constitution. Students may be disciplined for harassment, threats, or
intimidation unless such speech is constitutionally protected.
See Administrative Procedure 3900.
References: Education Code Sections 76120 and 66301
FREE EXPRESSION BY STUDENTS
1. Freedom of speech and assembly and an educated citizenry are the cornerstones of
democracy. An educational institution in a society governed according to these principles
has a special responsibility to educate its students and its community so that free
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discussion, assembly, and the curious mind will remain viable instruments of intelligent
self-direction.
2. The college community must provide an atmosphere in which its citizenry can examine
ideas and learn to discriminate among them. Such discriminations can be made only on
the basis of free inquiry, which entails the analysis of issues, the weighing of evidence,
and the recognition of fact and fallacy. The cultivation of such inquiry is a special
responsibility of the school, the assumption being that truth will prevail in the
marketplace of ideas.
3. For these reasons freedom of speech and assembly will be encouraged at College of the
Redwoods as the fundamental prerequisites of free inquiry and free discussion. In
keeping with these basic American principles, students, faculty members, and
administrators are free to bring to the campus a diversity of viewpoints reflecting the
variety of opinions to be found in our society as a whole.
4. These freedoms are accompanied by responsibilities, both legal and academic. All in
the college community have the responsibility of assuring that an open atmosphere
prevails on campus, that the expression of any shade of opinion is respected, that
speakers are not interrupted or harassed, and that language, acts, or displays that would
seriously offend significant numbers of people be avoided as being a deterrent to
meaningful dialogue and growth.
5. All in the college community must remember that the disruption of the normal
functions of any class, meeting, office, or facility, the threat of intimidation or physical
coercion, and the use of libelous or purely obscene language, acts, or displays are not
allowed by law and are, therefore, not protected by this policy of freedom of speech.
6. Students who neglect to observe these principles shall be subject to suspension or
expulsion under the district student code of conduct or applicable penal code sections.
Faculty members who disregard these guidelines are subject to appropriate professional
action. The Board, through the administration, will enforce the applicable laws.
Policy for Speakers on Campus
A. Classroom Guest Speakers
Refer to Board Policy 116 and Administrative Regulation 116.01 for guidelines
covering classroom guest speakers.
B. Open Meeting (one which is open to the general public)
The presentation of any speaker or program in an open meeting shall have the prior
approval of the appropriate area administrator, who shall assume the responsibility for the
invitation and supervise the physical arrangements. The administrator shall be guided by
the policies of the board. Any program conflicting with board policy is subject to
cancellation.
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C. Campus Guest Speakers
Refer to Board Policy 117 and Administrative Regulation 117.01 for guidelines covering
campus guest speakers.
D. Club Meeting
The presentation of any speaker or program initiated by a student club or recognized
student organization shall have the approval of the student activities coordinator and
faculty advisor of that club or organization.
E. Open Mike Forum for Students and Employees of the District
An appropriate location will be designated for presentation (formal and informal) by
faculty members, students, administrators, trustees, or members of the classified staff of
the college. The open mike activities are confined to members of the college community
or approved off-campus guest(s) (see Section C above). Any organization or individual
wishing to be assured time should make arrangements with the Vice President of Student
Services or designee. A statement prepared by the district counsel, including reminders of
fair play and libelous, slanderous or illegal actions, will be brought to the attention of
users of the facility.
Dissemination of Information
Every bulletin board on campus will be assigned as open or closed by the Vice President
of Student Services or designee after consultation with the department or individual
involved. A closed bulletin board will signify that it will be used only for department
matters. An open board will signify that literature may be posted under the jurisdiction of
the respective division administrator.
Any CR student, faculty member, administrator, board member, or classified staff
member may post or distribute literature at the kiosks and/or other designated areas upon
the approval of the Vice President of Student Services or designee. Materials that may be
libelous, slanderous, or that may prompt illegal actions may not be approved.
Any off-campus group or individual will not be allowed to post or pass out material
without approval of the Vice President of Student Services or designee.
Former Board of Trustees Policy No. 524, number change only on July 10, 2012
Adopted by the Board of Trustees: August 15, 1977; July 17, 1978; June
1983 Amended: October 3, 1994
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
DRAFT AP 3900
SPEECH: TIME, PLACE AND MANNER
The students and employees of the District and members of the public shall be permitted to
exercise their rights of free expression subject to the time, place, and manner policies and
procedures contained in Board Policy 3900 and these procedures.
The college is a non-public forum, except for in designated areas. A complete list of approved
areas can be obtained by contacting the Chief Student Services Officer. These areas are chosen
so as to provide visibility and allow communication to a large number of students,
administrators, faculty, and others walking or traveling on campus but also so as not to disrupt
educational and other activities of the District on behalf of students:
 These areas are designated public forums. The District reserves the right to revoke that
designation and apply a non-public forum designation.
 The District reserves the right to designate areas as non-public forums as necessary to
prevent the substantial disruption of the orderly operation of the college. Areas of the college
that are non-public forums specifically include campus offices, classrooms, warehouses,
maintenance yards, or locker rooms, and any other area not specified above.
The use of these areas reserved and open for expressive activities is subject to the following:
 Persons using and/or distributing material in the areas shall not impede the progress of
passersby, nor shall they force passersby to take material.
 No person using the areas shall touch, strike or impede the progress of passersby, except for
incidental or accidental contact or contact initiated by a passerby.
 Persons using areas shall not use any means of amplification that creates a noise or diversion
that disturbs or tends to disturb the orderly conduct of the campus or classes.
Non-student, community groups wishing to engage in speech or expressive activities on campus,
in the areas designated as public forums, must provide notification to the District through
President/Superintendent or designee not more than three business days in advance of the
activities and must describe the nature of the planned activities. No illegal activities will be
permitted, no activities which violate District or campus rules, including rules and laws on illegal
harassment and discrimination, and none that will substantially interfere with or disrupt activities
already scheduled for that day and time in the designated areas.
All persons using the areas that are designated public forums shall be allowed to distribute
petitions, circulars, leaflets, newspapers, and other printed matter. Such distribution shall take
place only within those areas. Material distributed in the areas that is discarded or dropped in or
around the areas other than in an appropriate receptacle must be retrieved and removed or
properly discarded by those persons distributing the material prior to their departure from the
areas that day.
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Posting
Bulletin boards shall be provided for use in posting materials at campus locations convenient for
use by students, staff, and members of the public. All materials displayed on a bulletin board
shall clearly indicate the author or agency responsible for its production and shall be dated with
the date of posting by the CSSO or designee. Materials displayed shall be removed after the
passage of ten days.
References: Education Code Sections 76120 and 66301
No prior procedure (replaces BP 524 Free Expression by Students).
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REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
DRAFT AP 3900
SPEECH: TIME, PLACE AND MANNER
The students and employees of the District and members of the public shall be permitted to
exercise their rights of free expression subject to the time, place, and manner policies and
procedures contained in Board Policy 3900 and these procedures.
The college is a non-public forum, except for in designated areas. A complete list of approved
areas can be obtained by contacting the Chief Student Services Officer. These areas are chosen
so as to provide visibility and allow communication to a large number of students,
administrators, faculty, and others walking or traveling on campus but also so as not to disrupt
educational and other activities of the District on behalf of students:
 These areas are designated public forums. The District reserves the right to revoke that
designation and apply a non-public forum designation.
 The District reserves the right to designate areas as non-public forums as necessary to
prevent the substantial disruption of the orderly operation of the college. Areas of the college
that are non-public forums specifically include campus offices, classrooms, warehouses,
maintenance yards, or locker rooms, and any other area not specified above.
The use of these areas reserved and open for expressive activities is subject to the following:
 Persons using and/or distributing material in the areas shall not impede the progress of
passersby, nor shall they force passersby to take material.
 No person using the areas shall touch, strike or impede the progress of passersby, except for
incidental or accidental contact or contact initiated by a passerby.
 Persons using areas shall not use any means of amplification that creates a noise or diversion
that disturbs or tends to disturb the orderly conduct of the campus or classes.
Non-student, community groups wishing to engage in speech or expressive activities on campus,
in the areas designated as public forums, must provide notification to the District through
President/Superintendent or designee not more than three business days in advance of the
activities and must describe the nature of the planned activities. No illegal activities will be
permitted, no activities which violate District or campus rules, including rules and laws on illegal
harassment and discrimination, and none that will substantially interfere with or disrupt activities
already scheduled for that day and time in the designated areas.
All persons using the areas that are designated public forums shall be allowed to distribute
petitions, circulars, leaflets, newspapers, and other printed matter. Such distribution shall take
place only within those areas. Material distributed in the areas that is discarded or dropped in or
around the areas other than in an appropriate receptacle must be retrieved and removed or
properly discarded by those persons distributing the material prior to their departure from the
areas that day.
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Posting
Bulletin boards shall be provided for use in posting materials at campus locations convenient for
use by students, staff, and members of the public. All materials displayed on a bulletin board
shall clearly indicate the author or agency responsible for its production and shall be dated with
the date of posting by the CSSO or designee. Materials displayed shall be removed after the
passage of ten days.
References: Education Code Sections 76120 and 66301
No prior procedure (replaces BP 524 Free Expression by Students).
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